Opportunity

Widely recognized as one of the top five materials research facilities in the world, the UCSB MRL serves as the innovation engine for discoveries in new materials. The facility is home to a scientific and engineering community that creates new collective knowledge and fosters the next generation of scientific leaders. To further MRL's research endeavor, they were in need of a solid‐state hybrid pixel detector, the Dectris Eiger R 4M. As this is a high dollar piece of equipment its procurement required using the bid process.

Approach

Procurement Services worked with the department in order to determine their needs for issuing a bid. The specifications were compiled and used to process a bid through Procurement Services’ new electronic bidding system (SRS).

UCSB Materials Research Lab

8/21/2015 Procurement Services Impact Report 10

Benefits

• Substantial savings were secured for the department as a result of using the SRS bidding process

• This provided a quick turnaround in acquiring

the equipment for the department

Total Benefit $6,957

Team: TJ Bloominger & Calli Price of UCSB Purchasing; Youli Li, UCSB Materials Research Lab

Opportunity

In late-2011, UCSB moved collections materials, shelving, and furniture from its Davidson Library and its University Art Museum to off-campus storage facilities in connection with major renovation and construction undertaken at the Davidson Library. With the completion of this renovation and construction in mid-2015, UCSB required the return of these materials to its new library facilities. The materials to be returned included approximately 80,000 linear feet of books and publications, nearly 250 microform cabinets, over 300 hundred shelving units, and approximately 10,000 linear feet of special collections materials. Approach

UCSB's Procurement Services worked with campus stakeholders to prepare a relocation plan. This plan included detailed figures and illustrations describing the items to be moved and identifying their current and final locations. This plan was made a part of the RFP issued by Procurement Services.

UCSB Davidson Library Collection Move

8/21/2015 Procurement Services Impact Report 9

Benefits

Projected cost savings of at least $34,000 which represents nearly 8% of the total project cost

The detailed relocation plan included in the RFP resulted from a collaborative effort between the UCSB Procurement Services team and the UCSB Davidson Library team

UCSB contracted with one of the leading service providers in the specialized field of library collections relocations

Total Benefit $34,286

Team: Gary Johnson, Associate University Librarian; Dave Kujan, Building Operations Manager & Project Coordinator; Janet Martorana, Librarian; Daniel Sweeney, UCSB Procurement Services

Opportunity The UCSB UCEN serves up to 10,000 meals daily on campus, offering a wide variety of cuisines across numerous venues.  When their Grocery Supply agreement came up for renewal, they asked Procurement to put to market for competing bids from suppliers who could meet their growing business demands.  Three vendors responded and were guided through the UC bid process, leaving two eventual candidates.  In the end, a longtime local provider won the bid, offering locked‐in yearly savings of $22,223.00 across the new term (5 Years , plus an option for 2 year‐long extensions) 

ApproachThe Procurement Group utilized existing vendor histories to do service comparisons prior to the award ensuring that, in addition to lowered cost, product quality and timely delivery schedules were addressed by all candidates.  This resulted in a balanced and fair “Cost Per Quality” award to the winning supplier, who won out in nearly every qualification category

Client Quotes“Thank you – this is a great way to start 2016 !!”

“Great news, we are overjoyed!! Thank you all very much!!!”

UCSB–UCEN Dining, Grocery Supply Contract

Date

ResultsHere are some of the positive outcomes from the new Grocery Supply contract with our local provider:• Annual Cost Savings of $22.223.00 ($111,115.00/5 years)• No additional cost file or data load changes required• New “case rate” delivery fee is more cost effective than 

the “invoice percentage” fee in former agreement• Bidding process united Housing and Dining Services staff, 

a collaboration that will be used for several forthcoming Food Service RFP events here at UCSB

Total Benefit $111,115.00 

UCSB Procurement Team, UCEN Dining  and  Residential Dining Services Leadership

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19

Opportunity All too often, departments prefer to sole source equipment that isn’t necessarily a sole source because they don’t understand their funding requirements, or departments think going out for RFQ will take longer.

Sole source justifications may not always make for a faster transaction, but rather take more time to document cost analysis if the purchase is federal. In this case, we had two prominent and competing suppliers that could provide our needs. The RFQ provided a competitive  environment in which to obtain the lowest possible price.

ApproachWorking with both competing suppliers and the department, our end user agreed to allow me to post the RFQ with a 1 week turnaround. This quick approach and solid communication plan provided for a smooth transaction.

Client Quote Thank you for all your help. I'm glad we put it out for bid after all, looks like this will bring down the cost quite a bit!

Ti Sapphire Mode-Locked Laser

Date

ResultsCost Reduction of $16,386Full warranty added for 5 years

Total Benefit ($16,386) 

Team: Calli Price & MCDB Faculty

3

UCSB Multi‐Site Solar PV Power Purchase AgreementOpportunity

The campus 66KV electrical rate ($/kilowatt‐hour) increased by 13 percent in 2014 and will experience an additional increase in 2015, with incremental increases every year thereafter. Faced with increased costs campus wide, we posted a bid to solicit solar power suppliers to install solar panels on campus building rooftops, including a car port near Harder Stadium.  The end result is 6 separate systems, totaling 4.86 megawatts:

• Mesa Parking Structure• San Clemente Parking Structure• Lot 10 (CNSI) Parking Structure• Rob Gym• Events Center (Thunderdome)• Lot 38 (harder Stadium)

Solar energy is an environmentally sustainable, cost‐saving commodity. This contract reduces the campus’s Scope II greenhouse gas emissions by approximately 10% and will earn future project LEED points in the category of Energy and Atmosphere throughout the life of the agreement, 20 years. 

Results

Avoided costs of $17.5 Million over 20 years, as a result of generating power instead of pulling from the “grid”.

The TeamUCSB Purchasing: Calli PriceUCSB Facilities: Jordan Sager

Collaboration                        Sustainability                          Cost Savings

©2013 University of California

Opportunity 

UCSB Dining Services is one of the fastest growing units on campus, having added a new dining facility, Club restaurant and convenience store locations within the past year.  The school’s location on the Santa Barbara coastline (off the main north‐south shipping routes) made finding a supplier who can deliver and rotate product daily a most complicated undertaking

Approach

Keeping the expanding scope and service needs of the department in mind, the bid team wrote a highly specified RFP that called for delivery and rotation of all product on a consistent “6 days a week” basis.  Additionally, invited bidders were required to submit a cross sectional sample of their offerings for a taste test to be conducted by the dining hall staff.  This resulted in a highly competitive process, with the incumbent contract holder being awarded.  As part of the bid, they re‐formulated pricing  on some products to parallel the system wide contracts on included commodities (soft cheeses, flavored milks, yogurts)

UC Santa Barbara Dining Services - Specialized Dairy Supply

Date

ResultsCost Reduction – The new agreement netted a cost reduction of 3% annually , which will save the department $18,000  per year over the life of the contract. 

Sustainability – The awarded supplier is a locally based firm with a substantive commitment to recycling, waste management, fuel conservation and organic products.  This contributes to the system wide  “carbon neutrality initiative”, to be completed by 2025

Total Benefit: $54,005.64 over 3 years

Team: Jason Gonzalez, UCSB Procurement;  Jill Horst  &  Danielle Kemp, UCSB Dining Services 

Photo here

1

Opportunity As time expired on UCSB Dining Services current coffee supply agreement, the school was adding several thousand resident students and a new dining hall.  These developments  will double the spend on this commodity over the next few years, up to approx. $180K.  Knowing that new coffee concept opportunities had been developed since the last agreement, the team went to the market for a new supplier, eventually receiving bids from a range of coffee companies that varied in scale and offering.

ApproachThe team authored an RFP that combined traditional dining hall supply with their new convenience store and Faculty Club needs.  In addition, verifiable sustainability criteria were written and given strong weighting within the bid.  The winning supplier not only admirably fulfilled these “green” requirements, but also offered improved quality and a substantial savings over the prior awardee.

Client Quote (if available)“Thank you for this wonderful news (on the bid award). We are so grateful for the opportunity to serve your campus, and look forward to providing you with great coffee!” 

UC Santa Barbara Dining Services - Coffee Supply

Date

Results

• Cost Reduction ‐ This competitive bid processresulted in a 13% savings for the unit.  If the contract uses the negotiated extension clauses, Dining Services stands to save almost $50K over 4 years.

• Collaboration ‐ This was the first time that the department worked with Procurement for their commodity bidding.  The process not only elicited positive results, but set a template for the unit’s future bid events.

Total Benefit: $22,543.00 over 2 years

Team: Jason Gonzalez, UCSB Procurement;  Jill Horst  &  Danielle Kemp, UCSB Dining Services 

Photo here

1

Opportunity In response to recent reputational challenges, the UCSB Office of Public Affairs & Communications sought to assess UCSB's brand, determine the most effective way to express a positive, meaningful, and lasting identity to key audience segments, and successfully implement a new brand identity across the campus. Objectives included establishing a more unified voice, look, and feel for UCSB, building pride among the campus community through a clearly articulated and accessible brand platform, and elevating UCSB's reputation in the hearts and minds of primary audience segments, including prospective and current students, parents of prospective and current students, prospective and current faculty and staff, and UCSB alumni. Deliverables included associated brand identity creative (e.g., UCSB logo redesign) and UCSB website redesign and build.

ApproachUCSB's Procurement Services worked with campus stakeholders to document UCSB's objectives and expectations. The resulting documentation was refined through a series of question and answer sessions with potential service providers and was made a part of the RFP issued by Procurement Services.

UCSB Brand Identity Platform and Website Design and Build

04/06/2016

Results Projected savings of at least $35,000 which represents 

more than 7% of the total project cost.

A collaborative effort between UCSB Procurement Services and the UCSB Office of Public Affairs & Communications that resulted in the detailed documentation of UCSB's objectives and expectations.

UCSB contracted with one of the leading service providers in the field.

Savings: $35,000 

Team: Procurement Services (Daniel Sweeney)Office of Public Affairs & Communications (John Longbrake, Alex Parraga, George Foulsham) 

3

Opportunity The Nu Plasma II is a double focusing magnetic sectorinstrument, designed to provide the best possible precisionfor simultaneous isotope ion detection. The instrumentutilizes a unique, patented variable dispersion ion opticalZoom lens enabling the simultaneous measurement of theisotopes of elements from lithium to uranium on its staticcollector of sixteen Faraday detectors and up to six ion‐counting electron multipliers. Ground potential analyzeroperation provides ease of access, serviceability andexcellent reliability. With its high precision, accuracy,reliability, upgradability and flexibility, the Nu Plasma IIrepresents a major advancement in Multi‐Collector ICPtechnology, making it the instrument of choice forGeological/Earth Science, Environmental Science,Biochemistry, Biomedical Science and Nuclear Sciencelaboratories.

ApproachUCSB's Procurement Services worked with campusstakeholders to document UCSB's objectives andexpectations. The resulting documentation was refinedthrough a series of question and answer sessions withpotential service providers and was made a part of theRFQ issued by Procurement Services.

UCSB: Inductively Coupled Plasma Mass Spectrometer

04/06/2016

Results Equipment savings of $221,290 by going out for RFQ Partial tax Reduction savings of $26,716.25 Collaboration and partnership with Earth Research 

Institute

Savings: $248,006.25 

Team: Procurement Services (TJ Bloominger)Earth Research Institute (John Cottle)

4

Opportunity Upon the expiration of the previous pest control contract, whichcovered a wide variety of species but did not allow for the tailoringof the program to the exact needs of the campus, ProcurementServices recommended sustainable bee‐capturing. Because beescan scare away people (especially in environments like publicschools and parks), pest control companies can get called in toexterminate. There had to be a better way, one that contractuallyobligated sustainable and bee‐friendly practices. Honeybees andother pollinators are essential to the lifecycles of plants andproduction of food crops, and are under multiple threats. Withouthoneybees, our local farm‐grower community would have adifficult time producing.

ApproachWorking together to document our objectives and expectations,Procurement, Facilities, and Residential Operations carved out aseparate module in our Pest Management RFP just forsustainable bee capturing. UCSB is well known as a campus thatpromotes a culture and educational environment forsustainability. Procurement is always interested in working withthe campus to uncover commodities that could be redirected tomore sustainable alternatives, and this contract resulted in afantastic win for the campus, our bees, and for the community.

UCSB: Saving Honeybees, One Hive at a Time

04/06/2016

Results Services savings of $7,950 over 3 years Implementation of new, sustainable practices for the 

campus Collaboration and partnership with the Community 

through local growers

Hard Dollar Savings: $7,950.00 | Saving Bee Lives? Priceless 

Team: Procurement Services (Calli Price)Facilities Management (Matt O’Carroll, Jon Cook)Residential Operations (Nestor Covarrubias, Tom Beland)

5

Opportunity UCSB’s prior contract for pest/insect management was up forrenewal, and our team agreed it was best to split the RFP into pest‐specific modules. For example, some companies are expertsgeneral pest control such as ants, termites, and bed bugs, whileothers are experts in bird exclusion. Some companies have theability to perform both of these services, but ultimately somethingis likely to get missed. The team determined that we could createthe most comprehensive and effective pest control program for thecampus by allowing vendors to bid on their areas of expertise.

ApproachWorking together to document our objectives and expectations,Procurement, Facilities, and Residential Operations carved outseparate modules for large vertebrate trapping and general pestcontrol services. We invited about 15 vendors, and 11 attendedthe job walk. Ultimately, we had 17 proposals to score for the 4different modules, but the time was worth it; we contractedwith great vendors with expertise in each area.

Client QuoteEverything has been going well on our side. Ventura Pest Controland Critter Busters have both been really attentive and have madethe transition seamlessly…I was just thinking this morning that weneed to schedule a lunch to celebrate the accomplishment.

UCSB: Pest Management

04/06/2016

Results Savings of $106,087 over 3 years for large vertebrate 

trapping Savings of $5,112 for general pest management 

services

Savings: $111,199.00 

Team: Procurement Services (Calli Price)Facilities Management (Matt O’Carroll, Jon Cook)Residential Operations (Nestor Covarrubias, Tom Beland)

6

OpportunityThe department approached UCSB Purchasing to engage in acompetitive bid for their research needs. The departmentrequired a dilution refrigerator system, which only a couplecompanies could manufacture customizable equipment.

ApproachWe posted an RFQ in Ubuy, and quickly received tworesponses, resulting in an immediate imputed savings of$100,350. Because this equipment is being used solely forresearch, we were further able to obtain a partial taxexemption savings of $20,914. UCSB's Procurement Servicesworked with campus stakeholders to document UCSB'sobjectives and expectations. The resulting documentationwas refined through a series of question and answer sessionswith potential service providers and was made a part of theRFQ issued by Procurement Services.

UCSB Cryofree Dilution Refrigerator

Date

Total Benefit $121,266.56 

Team:  Procurement: Monica YamasakiMaterials: Stephen Wilson, Suzanne Stemmer

7

Results Equipment savings of $100,350 by going out for RFQ Collaboration and partnership with Materials Partial Tax savings of $20,914.00